Data Governance | Requirements and storage

Column Position

RG Field Name

Example Client Column Header

Valid Values

Format

Purpose

1

Unique Identifier (mandatory)

Person ID External-National Insurance Number 

Any

Text

Unique string to identify members of the platform

2

Title (mandatory)

Mr

Mrs

Ms

Miss

Dr

Sir

Lady

None

Text

Reporting

3

First Name (mandatory)

First Name-User / Forenames

Any

Text

Reporting

4

Last Name (mandatory)

Last Name-Personal Information / Surname

Any

Text

Reporting

5

Date of Birth (mandatory)

Date of Birth

Date only

DD/MM/YYYY

Required for age-related benefits/NMW check.

6

Gender (mandatory)

Gender

Male

Female

Not specified

Text

Health Screening Eligibility/Reporting

7

Email Address (Mandatory for preload)

Work or personal email address

Any valid email address (no duplications)

Text

Comms and provider reports

8

Address Line 1 (mandatory)

Building Number and Street-Addresses

Any (if blank, existing data will be wiped)

Text

Provider reports

9

Address Line 2

(non-mandatory) 

Address Line 2-Addresses

Any (if blank, existing data will be wiped)

Text

Provider reports

10

Address Line 3

(non-mandatory) 

Address Line 3-Addresses 

Any (if blank, existing data will be wiped)

Text

Provider reports

11

Address Line 4

(non-mandatory)  

City-Addresses

Any (if blank, existing data will be wiped)

Text

Provider reports

12

Postcode (mandatory)

Postal Code-Addresses / ​​PostCode

Any (if blank, employee details won’t be updated)

Text

Provider reports

13

Contract Start Date (mandatory)

Start Date-Employment Details / DateJoinedCompany

Any

DD/MM/YYYY

Joiner window and reporting.

14

Division
(non-mandatory)

Management Level 1 

Any

Text

Reporting

15

Subdivision

(non-mandatory)

Sub Division

Any

Text

Reporting

16

Department (ent)
(non-mandatory)

Department-Job Information

Any

Text

Reporting

Employee Communications (inc. information only benefits such as Bikes4work, company car scheme, sick pay, EAP, pension, core holiday, health screening, travel insurance, family care, mental health benefit)

Display of relevant employee benefit information to the employee.

None

Start Date, Termination Date, Payroll Name, Employee Group are used to show relevant benefits content to the employee

None

Smart Pay (inc. private medical, life assurance, critical illness, dental insurance, travel insurance, health assessment, cancer screening, DNA checks, telemedicine, GP subscription, health insurance where data is supplied to a benefit provider appointed by the Customer)

Collection of employee benefit applications and submission to Customer appointed Benefit Providers including  payroll deduction and estimated National Minimum Wage impact assessment.

(This information may be provided to the Benefit Providers as applicable.)

None

Unique ID, Start Date, Termination Date, Gender, Date of Birth, First & Last Name, Postal Address, Payroll Name, Salary, Hours Worked, Annual Allowance Amount, Annual Salary Amount, Maximum Holiday Buy/Sell, Line Manager are used to show relevant benefits content to the employee and determine maximum application amount. 

Application Amount / Level, Dependent First & Last Name, Dependent Date of Birth, Dependent Relationship, Life Event Detail are collected as part of the benefit applications and submissions to Customer appointed Benefit Providers including payroll and National Minimum Wage impact assessment.

Childcare Vouchers

Collection of employee benefit applications including  payroll deduction and estimated National Minimum Wage impact assessment.

Facilitation of employee transactions/payments to childcare providers

Unique ID, Start Date, Termination Date, Gender, Date of Birth, First & Last Name, Postal Address, Payroll Name, Salary, Hours Worked, Annual Allowance Amount, Annual Salary Amount, Tax Code are used to show relevant benefits content to the employee and determine maximum application amount.

Application Amount / Level, Dependent First & Last Name, Dependent Date of Birth, Dependent Relationship, Life Event Detail are collected as part of the benefit applications and submissions to Customer appointed Benefit Providers including payroll and National Minimum Wage impact assessment.

RG Childcare Carer is collected for the purpose of facilitation of employee transaction / payment to childcare providers.

Smart Spending: Usage Statistics

Sharing information about usage with the administrator on an aggregate basis about how often employees use the website and what services they use.

Specific details about employee purchases and use are not shared.  

Facilitation of payments by employees for retail vouchers including anti-fraud

Payment Amount, Billing Details (inc. credit or debit card detail for gift vouchers), First & Last Name, Billing Address, Billing Telephone Number, IP Address, Device ID, User Agent, Mobile/Desktop Device Properties

Transaction Status, Payment Dispute Information

Smart Spending: Employee Transactions

Facilitation of employee transactions/payments to/from retail partners

Withdrawal Amount, Withdrawal Details (inc. bank account and sort code)

Order Amount, Commission / Cashback Amount

Smart Spending: Advertisements on Behalf of Retail Partners

Advertisement of offers for/on behalf of retail partners

Marketing consent / preferences

Core Platform: Client and Employee Account Management

Create and manage an individual account

to the employee.

Unique ID, Start Date, Termination Date, Date of Birth, First & Last Name, Email Address are required to establish an individual account.

Core Platform: Technical Support

Collect data in relation to technical and support issues raised with us.

Details of the support issue, which may include personal data.

Details of the support issue, which may include personal data.

Core Platform: User Experience & Platform Improvements

Identify trends and improvement opportunities to the services based on web traffic, activity logs, and technical performance logs and aggregate metrics. Cookie compliance.

Analytics / cookie consent / preferences, IP Address, Device ID, User Agent, Mobile/Desktop Device Properties